If you run a commercial cleaning business, you’ve felt the pinch of inflation over the past few years. Supply costs keep climbing, and it seems like every time you place an order, prices have gone up again. At the same time, your clients expect the same level of service at competitive rates. It’s a challenging position to be in.
The good news is that you’re not powerless in this situation. While you can’t control inflation, you can control how you respond to it. By implementing strategic approaches to manage rising supply costs and reduce waste, you can protect your profit margins without compromising service quality. Many of these strategies also have the added benefit of being better for the environment, which increasingly matters to clients.
Let’s explore eight practical strategies that can help you combat inflation and reduce chemical waste in your cleaning operation.
Evaluate Pricing to Account for Inflation
When was the last time you reviewed your pricing structure? If it’s been more than six months, you’re likely leaving money on the table. One of the biggest mistakes cleaning business owners make is failing to adjust their pricing to reflect current market conditions.
Start by analyzing your actual costs. What are you paying for labor, supplies, equipment maintenance, and transportation now compared to a year ago? For many cleaning businesses, supply costs have increased by 15–30% over the past few years. If your pricing hasn’t kept pace, you’re essentially absorbing those increases and cutting into your profit.
However, raising prices requires a thoughtful approach. Don’t simply add a blanket percentage increase across all clients. Instead, evaluate each contract individually. Consider factors like the size of the account, the frequency of service, the types of products required, and your profit margin on that specific job. Some contracts may need a more significant adjustment than others.
When communicating price increases to clients, be transparent about the reasons. Most business owners understand that inflation affects everyone. Frame the conversation around the value you provide rather than just the cost increase. Highlight the quality of your work, your reliability, and any additional services you’ve added since the contract began.
For new bids, make sure you’re accounting for inflation in your estimates. This is where job costing tools become invaluable. Understanding your true cost to clean a facility ensures you’re bidding competitively while maintaining healthy profit margins. Don’t rely on outdated pricing models or guesswork. The cleaning industry has become too competitive, and margins too thin, to leave this to chance.
Improve Operational Efficiency
Operational efficiency might sound like corporate jargon, but it simply means doing more with less waste. Every inefficiency in your operation costs you money, whether it’s time, supplies, or labor. The challenge is identifying where those inefficiencies exist.
Start by examining your processes. Are your cleaners following standardized procedures, or is everyone doing things their own way? Inconsistent processes lead to inconsistent results and often result in using more products than necessary. When cleaners aren’t sure how much solution to use or what tools to use for specific tasks, they tend to overcompensate.
Digital checklists can transform this aspect of your business. When cleaners have clear, step-by-step instructions for each area they clean, they use exactly what’s needed, nothing more, nothing less. This consistency reduces product waste and improves cleaning quality simultaneously.
Another efficiency killer is poor scheduling. Are you sending crews to locations that are out of the way, wasting time and fuel? Are you overstaffing some sites while understaffing others? Labor is your largest expense, so optimizing how you deploy your team directly impacts your bottom line.
Communication inefficiencies also drain resources. If your team is using multiple platforms to communicate or relying on phone calls and text messages, important information gets lost. Missed messages can lead to missed cleanings, client complaints, and rushed overtime work to fix problems. A centralized communication system keeps everyone on the same page and prevents costly mistakes.
Track your key performance indicators. How long does it take to clean specific types of facilities? What’s your average supply cost per square foot? What’s your employee turnover rate? You can’t improve what you don’t measure. When you have data, you can identify problem areas and make informed decisions about where to focus your improvement efforts. This is where commercial cleaning management software becomes invaluable for tracking metrics, managing schedules, and identifying inefficiencies that are costing you money.
Take advantage of the value Janitorial Manager can bring to your cleaning operation to streamline your processes like never before. Learn more today with a discovery call and find out how features like digital checklists, employee scheduling, and inventory management can make your operations more efficient and cost-effective.
Buy in Bulk to Reduce Product Costs
One of the simplest ways to save money on supplies is to buy in bulk. The per-unit cost of cleaning products drops significantly when you purchase larger quantities. For products you use regularly, this can result in substantial savings over the course of a year.
However, bulk buying requires careful planning. You need adequate storage space, and you need to be confident that products won’t expire before you use them. This is where inventory management becomes critical. You want to buy enough to get the best price without over-purchasing and tying up cash in excess inventory.
Start by analyzing your usage patterns. Which products do you go through quickly? Which ones sit on the shelf? For high-volume items like all-purpose cleaners, disinfectants, and paper products, bulk purchasing makes sense. For specialized products you only use occasionally, smaller quantities might be more appropriate.
Consider negotiating with suppliers for volume discounts. If you’re a small operation, you might team up with other cleaning businesses to place larger orders together. Many distributors are willing to work with you on pricing if you commit to regular, predictable orders.
Storage is another consideration. Buying in bulk doesn’t save money if products get damaged, stolen, or simply disappear. Proper storage conditions protect your investment. Keep cleaning chemicals in climate-controlled areas, away from extreme temperatures. Implement a system for tracking inventory so you know what you have and where it is.
Bulk buying also applies to equipment. Buying mop heads, microfiber cloths, and other consumables in larger quantities can reduce costs. The key is balancing the upfront investment with the long-term savings and ensuring you have systems in place to prevent waste and theft.
Use Cleaning Concentrates
Switching to concentrated cleaning products is one of the most effective ways to reduce both costs and chemical waste. Concentrates require less packaging, take up less storage space, and typically cost less per diluted gallon than ready-to-use products.
The challenge with concentrates is ensuring proper dilution. Too much concentrate wastes product and money. Too little concentrate means the solution doesn’t clean effectively, forcing cleaners to use more or re-clean areas. Both scenarios hurt your bottom line.
Invest in proper dilution equipment. Chemical dispensing systems take the guesswork out of mixing. They automatically dilute concentrates to the manufacturer’s specifications, ensuring consistent results and eliminating waste. While there’s an upfront cost for dispensing systems, the savings in reduced product waste typically pay for the investment within months.
Train your staff on proper dilution ratios. Even with dispensing systems, your team needs to understand why proper dilution matters. When cleaners understand that using too much product doesn’t make things cleaner, and in fact can leave residue that attracts dirt, they’re more likely to follow procedures.
Color-coded systems help prevent confusion. Assign different colors to different types of products and cleaning tasks. This makes it easy for cleaners to grab the right product for the job and reduces the risk of using the wrong chemical or mixing incompatible products.
Calculate the true cost per use when comparing concentrates to ready-to-use products. A gallon of concentrate might cost more upfront, but if it makes 64 gallons of cleaning solution, the cost per diluted gallon is significantly lower. Make these comparisons when evaluating different products and educate your team on the economics so they understand the value.
Partner With a Distributor or Manufacturer
Building relationships with distributors or manufacturers can provide significant advantages beyond just price. The right partnership gives you access to expertise, training, and sometimes exclusive products that can differentiate your service.
Distributors often have sales representatives who understand the cleaning industry and can recommend cost-effective products for specific applications. They can help you identify opportunities to consolidate your product line, reducing inventory complexity while maintaining cleaning effectiveness. Fewer SKUs mean simpler ordering, less inventory to manage, and often better pricing through volume discounts on fewer products.
Some distributors offer training programs for your staff. Product-specific training ensures your team uses chemicals correctly, reducing waste and improving results. Some even provide on-site visits to help troubleshoot cleaning challenges or recommend solutions for difficult situations.
Manufacturer partnerships can be even more valuable. Manufacturers invest heavily in research and development and often have products or programs that aren’t widely marketed. They may offer trial programs, allowing you to test new products before committing to purchase. They also provide detailed technical support and can help you develop customized cleaning protocols.
Loyalty programs and rebates are another benefit of partnering with specific distributors or manufacturers. Many offer rebates based on purchase volume or loyalty rewards that can be reinvested in your business. Some provide marketing support, co-branded materials, or other resources that help you grow your business.
However, don’t put all your eggs in one basket. While building strong relationships is valuable, maintain relationships with at least two suppliers. This protects you from supply chain disruptions and gives you leverage when negotiating pricing. Competition keeps everyone honest.
Invest in High-Quality Equipment
When budgets are tight, it’s tempting to buy the cheapest equipment available. This is almost always a false economy. Low-quality equipment breaks more frequently, requires more maintenance, and often needs replacement sooner than higher-quality alternatives. The total cost of ownership for cheap equipment is typically higher than investing in quality from the start.
Quality equipment also improves efficiency. A high-performance vacuum cleaner covers more area in less time, reducing labor costs. Better extraction equipment means floors dry faster, reducing slip hazards and allowing spaces to be reopened sooner. Ergonomically designed equipment reduces worker fatigue and injury, which translates to better productivity and lower workers’ compensation costs.
Consider the total cost of ownership when evaluating equipment purchases. Look beyond the purchase price to factors like energy efficiency, maintenance costs, warranty coverage, and expected lifespan. A $500 vacuum that lasts three years and requires frequent repairs costs more than a $1,000 vacuum that lasts seven years with minimal maintenance.
Equipment tracking systems help you maximize the value of your investment. Knowing where equipment is located prevents loss and ensures proper maintenance. Regular maintenance extends equipment life and prevents costly breakdowns. Tracking maintenance history also helps you identify when equipment has reached the end of its useful life and needs replacement before it becomes a reliability issue.
Quality equipment also impresses clients. Professional-grade equipment signals that you’re serious about your business and committed to quality results. It’s a visible differentiator that sets you apart from competitors using residential-grade or worn-out equipment.
Switch From Single Use to Reusable Products
Single-use products are convenient, but they’re expensive and generate significant waste. Every disposable mop head, paper towel, or single-use wipe you throw away represents money leaving your business. Switching to reusable products requires a larger upfront investment but pays dividends over time.
Microfiber is the gold standard for reusable cleaning products. Microfiber cloths and mop heads clean more effectively than traditional materials, require less chemical product, and can be laundered hundreds of times. The per-use cost of microfiber is a fraction of disposable alternatives.
Calculate the breakeven point when evaluating reusable products. For example, if a microfiber mop head costs $8 and can be laundered 200 times, the cost per use is $0.04. If disposable mop heads cost $1 each, you break even after eight uses. Everything after that is pure savings.
Implement a system for tracking and laundering reusable products. Color-coding helps prevent cross-contamination between different types of spaces. For example, use blue microfiber in general office areas, red in restrooms, and green in food service areas. This system prevents spreading germs while maximizing the utility of reusable products.
Some cleaning tasks still benefit from disposable products, particularly in healthcare settings where infection control is paramount. The key is being strategic about where disposable products are truly necessary and where reusable alternatives make sense. Don’t default to disposable just because it’s what you’ve always done.
Environmental considerations matter increasingly to clients. Being able to demonstrate that you’re reducing waste through reusable products can be a competitive advantage. It shows you’re forward-thinking and environmentally responsible, qualities that resonate with many business owners.
Provide Premium Services
When facing inflation and increased costs, the instinct is often to cut prices to remain competitive. This is exactly the wrong approach. Instead, consider adding premium services that justify higher pricing and improve your profit margins.
Premium services might include specialized cleaning like high-dusting, carpet cleaning, floor refinishing, or disinfection services. These services typically command higher rates because they require specialized equipment, training, or expertise. They also tend to have better profit margins than routine cleaning services.
Green cleaning programs represent another premium service opportunity. Many organizations are willing to pay more for environmentally responsible cleaning practices. This might involve using certified green products, implementing sustainable practices, or pursuing green cleaning certifications. The investment in becoming a green cleaning provider often pays off through higher contract values and improved client retention.
Technology-enabled transparency can also be a premium service. Clients increasingly want visibility into the work being performed. Providing documented inspections with photos, detailed cleaning reports, or online portals where clients can submit requests and track responses adds value. While there’s a cost to implement these systems, they differentiate your service and justify premium pricing.
Specialization in specific industries can command premium rates. Healthcare cleaning, for example, requires specific knowledge about infection control and regulatory compliance. Data center cleaning requires understanding of sensitive equipment and contamination control. Industrial cleaning involves working with specialized equipment and chemicals. Developing expertise in a niche allows you to charge more because fewer competitors can deliver the same level of service.
Premium services also improve client retention. When you provide services beyond basic cleaning, clients become more dependent on your relationship. It’s easier for a client to switch contractors when you only provide commodity services. When you’re providing specialized services they’ve come to rely on, the switching cost is much higher.
Moving Forward With Confidence
Inflation and rising supply costs aren’t going away anytime soon. However, by implementing these eight strategies, you can protect your profit margins while providing exceptional service to your clients. The key is taking action rather than hoping things will improve on their own.
Start with one or two strategies that make the most sense for your operation. Maybe that’s improving operational efficiency through better systems and processes. Perhaps it’s partnering with a distributor to get better pricing on the cost-effective products you use most. Or it could be investing in quality equipment that will save money over time while improving results.
Whatever you choose, measure the results. Track your expenses, monitor your savings, and adjust your approach based on what works. Running a profitable cleaning business requires constant attention to the numbers and a willingness to adapt as conditions change.
Remember that every dollar you save on waste and inefficiency goes directly to your bottom line. Small improvements across multiple areas add up to significant savings over time. More importantly, these strategies position your business for long-term success by making your operation more resilient, more efficient, and more professional.
The cleaning industry will continue to face challenges, but the businesses that thrive are those that approach challenges as opportunities for improvement. By taking control of what you can control, you’ll build a stronger, more profitable cleaning operation that can weather whatever comes next.
Keep up with your vendors, customers, staff, schedules, and inventory tracking. Learn more today with a discovery call and find out how commercial cleaning management software can make your cleaning operation more efficient, reduce expenses, and increase profit margins for your business.
